Cargo insurance documents: what you need, and when

Cargo insurance is a paper-driven product. Know the four document moments — buying, shipping, banking, claiming — and nothing gets held up.

Updated: 2026-10-17

What a certificate of insurance contains

• The insured party — the one holding the risk at the time of loss.
• Goods description and packing.
• Insured value (and how it was built: goods + freight + uplift).
• Conditions — the clause set, e.g. ICC (A) — plus endorsements such as war and strikes where added.
• Voyage: origin, destination, transhipments, and the coverage period (warehouse to warehouse).
• Conveyance and sailing/flight details, certificate number, and where claims are payable.

Who asks for the certificate, and why

• The buyer — on many contracts, proof of cover before goods ship.
• The bank — when financing through a letter of credit, an insurance document is typically required; under CIF the contract itself must provide insurance of at least 110% of the contract price.
• Customs or regulators — in some markets, for import clearance.

Because the certificate is checked against the commercial invoice and the transport document, keep the details consistent: goods description, value, weights, and route. Mismatches are the commonest reason documents bounce.

What you need ready if you claim

• The policy or certificate, and the claim notification as soon as possible.
• Commercial invoice and packing list.
• The transport document (ocean bill of lading, air waybill, CMR note) and delivery receipt noting any damage.
• Damage report or survey — many claims require a surveyor's inspection before goods are moved or repaired.
• Correspondence with the carrier, and any carrier response on liability.

Time limits are strict in cargo claims, and preserving the goods and packaging for inspection is part of your duty. Who issues the policy and how claims are handled: who issues the policy.

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